Fort Worth Library After-Hours Rental Policy 

POLICY STATEMENT

In support of civic interaction and community events, the Fort Worth Library will, for a fee, make designated rooms and areas available to the public outside of its normal hours of operation.

LOCATIONS AND RATES

The following areas/rooms can be rented at the Fort Worth Library for events occurring outside of normal operating hours. The rooms can be rented on an hourly basis for a minimum of two hours and a maximum of eight hours on specified days. Fractional hours are not available.

Central Gallery

Includes use of the David L. Tandy Lecture Hall and Chappell Meeting Room.
Capacity: 829 (chairs only), or 386 (chairs and tables)
Hourly Rate: $187.50

Betsy R. Pepper Grand Hall of Knowledge

Capacity: 291 (standing room), 208 (chairs) , or 97 (chairs and tables)
Hourly Rate: $137.50

Discovery Theatre

Capacity: 178 (chairs only), or 84 (chairs and tables)
Hourly rate: $87.50

SECURITY REQUIREMENTS

• Renters must hire off-duty Fort Worth Police Officers. Officers must be on duty at least 30 minutes before guests are scheduled to arrive. A minimum of one officer must remain on duty until all guests, employees, and agents (e.g., caterers, musicians, etc.) have left the premises.
• The number of officers required will be determined by the Library Administration, based on the size of the area that is rented and the number of guests expected. On occasion, the Library may require that officers be on site several hours before the event begins.
• Security can be arranged by contacting the Fort Worth Police Department, 817-392-4276. Written proof of security arrangements must be submitted to the Library at least 30 days prior to the event.

SERVICES AND EQUIPMENT

• The Library can provide:
  • Up to 25 round tables, seating 8 people per table
  • Up to 10 rectangular tables, seating 8-10 people per table
  • Up to 200 folding chairs
  • XM satellite radio
  • A podium and a sound system (iPod compatible).

Note: If you need to bring in additional chairs or tables, they must have rubber soles.

• During your event, the Library will have at least one staff person present to ensure that the facility is properly operational and to lock up the building afterward.
• The Library does not provide the following: water service, table skirting or table linens, televisions, or computers. A stationary projection screen is available in the Tandy Lecture Hall.

FURNITURE AND PIANO

There is a fee for each of the following services:

• Having the furniture removed from the Gallery
• Having the grand piano removed from the Gallery
• Having the grand piano tuned.

For more information on these services, contact Library Administration at 817-392-7705.

REGULATIONS

• The renter is responsible to provide for all set up and take down.
• A refundable $300 cleaning deposit is required for all rentals. Please make checks or money orders payable to The Fort Worth Library.
  • Cleaning deposits will be refunded in full unless cleaning beyond the scope of normal Library maintenance is required, repairs or replacements are required due to facility or equipment damage, or the event exceeds or does not meet the contractual terms.
  • Cleaning deposits may be used in part or in total. The renter will receive a check from the Library for the refundable portion of the cleaning deposit within 45 days after the rental date.
  • During the event, the renter is responsible for cleaning up all spills and breakage.
  • After the event, the renter is required to provide for:
    • Sweeping and mopping catering preparation areas.
    • Mopping up any liquid at beverage stations.
    • Cleaning food debris out of the prep room sink.
    • Removing all wet and dry trash from the Library, including empty boxes, floral displays, etc.
    • Disposing of ice and ice sculptures. Note: For safety reasons, ice cannot be placed in gutters, driveways, sidewalks or on city streets surrounding the Library.
      
• Commercial/general liability insurance is mandatory. The renter(s) and sponsor(s) shall furnish a liability insurance policy or certificate evidencing liability coverage of $1 million per occurrence and $2 million aggregate, and name the City as an additional insured. The policy or certificate needs to be submitted to the Library at least 30 days in advance of the event. The renter accepts full responsibility and liability for the actions of all persons invited to the event, including guests, renter’s paid personnel, volunteers, musicians, florists, etc.
• All food and beverages must be purchased from, delivered, and served by a Library-approved caterer. The Library accepts caterers approved by City of Fort Worth departments. The only exception is the delivery and display of specialty cakes. A listing of the approved caterers is available through the Room Rental Coordinator at 817-392-7705.
• All individuals serving alcoholic beverages must be certified by the Texas Alcoholic Beverage Commission. Liquor Liability insurance is required if alcoholic beverages are being served or sold.
  • Host Liquor Liability Insurance is required when companies or organizations hold/sponsor events where liquor is served free of charge. This coverage may be added as an endorsement on the commercial/general liability policy or as a standalone policy, naming the City as an additional insured.
  • Liquor Liability Insurance is required for companies or organizations that sell alcoholic beverages. The organization that is sponsoring the event shall require the concessionaire to maintain liquor liability coverage and name the event holder and the City as additional insured. The concessionaire must obtain a liquor license (available from the Texas Alcoholic Beverage Commission), and a temporary permit to serve alcohol within the City of Fort Worth. To find the Consumer Health Division, see the City of Fort Worth web site, www.fortworthtexas.gov or phone the department at 817-392-7255.
  • All guests who are served alcoholic beverages must be at least twenty-one years of age.
  • When an approved caterer delivers food yet does not remain on site, the renter assumes full responsibility for ensuring that all used paper goods and food remains are put in supplied trash receptacles before vacating the Library.
    
• Ice containers should not be placed directly on the Library floor. Rubber-backed mats must be placed under all ice containers and beverage stations.
• Equipment brought into the Library for an event, such as sound system or theatrical lighting, must be mounted in accordance with the safety and health regulations as cited in Code of the City of Fort Worth, (available at the Central Library).
• All vehicles must be moved immediately after unloading/loading. There is no loading dock available.
• If equipment is to be left in the Library overnight, arrangements must be made at least 48 hours in advance of the event to remove the equipment or materials.
• There are no dedicated parking lots for the Library or its guests, and Library parking is on a first-come, first-served basis in downtown Fort Worth. Contract valet parking is permitted.
• The following items cannot be used in any part of the Library:
  • Bubble solution/bubble machine
  • Nails, screws, staples, Velcro, or tacks
  • Hook, wire, gum, putty, or tape
  • Glitter, rice, confetti, birdseed, or straw
  • Tables lacking rubber feet or other protective covering

Note: If any of these items are used, the $300 cleaning deposit will automatically be forfeited.

• Exits or stairways must not be blocked, covered, or obstructed and must be in accordance with the safety and health regulations as cited in Code No. 14652 of the City of Fort Worth, available at the Central Library.
• All banners, signs, display, and promotional materials used in connection with an event at the Library must be of professional quality and approved in advance by the Library. The placement of any display material or signage also must be pre-approved by the Library, including materials to be hung on the walls.
• Animals may not be brought into the Library, unless they are assistive animals employed by a person with a disability.
• The renter and his/her guests are restricted to the rented area. The renter and guests may not enter any other areas of the Library without approval of Library staff.
• The Library staff may enter any of the rented areas at any time and on any occasion.
• The Library reserves the right to take photographs of rental events for its own records and for use in promotional materials. Parents/guardians may be asked to sign permission/release forms for minors.
• Meetings and events need not be open to the general public.
• All cancellations must be in writing. If a reservation is canceled after the rental payment is deposited, it will take up to 30 days to receive a refund check. The amount refunded is as follows:
  • Less than 30 days before the event: No refund of rental fee
  • 30 days or more before the event: Full refund of rental fee
• No refund will be made when the event is canceled by the Library due to the renter’s noncompliance with the Library’s policies.
• An event reservation, though confirmed, may be canceled by the Library due to an emergency situation. All funds will be refunded to the renter in full within 45 days of the cancellation.
•  All monies received will be processed according to the City’s Internal Cash Handling Procedures.
• The undersigned applicant, group, or organization shall indemnify, defend, and hold harmless the Fort Worth Library and the City of Fort Worth, its officers, agents, and employees from and against any and all claims, suits, and actions of any kind, arising, resulting, and accruing from or relating to personal injuries or property damage arising from the applicant, group, or organization’s use of the Library’s facilities.

HOW TO RESERVE YOUR AFTER-HOURS RENTAL

At least 60 days before the event:

• Contact the Room Rental Coordinator to request to your rental; include the date, time needed and rooms requested.
• The Room Rental Coordinator must confirm that the space is available to rent before further arrangements are made.
• All after-hours rentals are subject to the approval of Library Administration.

At least 30 days before the event:

• Once the Room Rental Coordinator confirms the space is available, submit the Signed Rental Agreement, $300 Cleaning Deposit and total rental fee to confirm your reservation.
• Proofs of insurance and security arrangements are due 30 days in advance of the event.

Please mail or hand deliver payment and signed rental agreement to:

FORT WORTH LIBRARY

Mailing Address: 500 W. 3rd St., Fort Worth, TX 76102

Phone: 817-392-7705

Fax: 817-392-7734

Attention: Administration, Room Rental Coordinator

Printable version of policy

RENTAL AGREEMENT FOR AFTER-HOURS MEETING SPACE

Will alcohol be served?          _______ Yes          _______ No

Please check which room(s) you would like to rent:

I do hereby state that I have read and understand all the Fort Worth Library After-Hours Rental Policies and fees that govern the use of the above designated Library space. I further understand that I and/or our organization are responsible for any cleaning required and any damages incurred as a result of this event.

The applicant, group, or organization shall indemnify, defend, and hold harmless the Fort Worth Public Library and the City of Fort Worth, its officers, agents, and employees from and against any and all claims, suits, and actions of any kind, arising, resulting, and accruing from or relating to personal injuries or property damage arising from the applicant, group, or organization’s use of the Library’s facilities.

To confirm your reservation, the Library must approve your requested date at least 60 days in advance of the event and receive the signed Rental Agreement, $300 Cleaning Deposit and total rental fee at least 30 days in advance of the event. If you have questions about rental policies, or to request your rental, contact the Room Rental Coordinator at 817-392-7705.

PAYMENT:

Credit/debit cards are not accepted. Make checks or money orders payable to: The Fort Worth Library

Please mail or hand deliver payment and the signed Rental Agreement to:

FORT WORTH LIBRARY

Mailing Address:         500 W. 3^rd St., Fort Worth, TX 76102

Phone:                                817-392-7705

Fax:                                       817-392-7734

Attention:                        Administration, Room Rental Coordinator

More information available online at: www.fortworthlibrary.org

EXPENSE CALCULATOR:

FOR LIBRARY USE ONLY:

Updated 5 March 2012